• Job Description

  Req#: 23003
  Title Code: Technician: Records Management JOB SUMMARY Works collaboratively to maintain the organization, security, and confidentiality of employee records in multiple locations onsite and offsite. Assists Technology to maximize the Human Resources (HR) Tracking System's usability. Performs a variety of advanced personnel tasks including data entry, document collection, records audit, reporting, maintenance of multiple databases, administration of the dedicated email account, schedules file reviews, and maintains multiple file rooms under direction. Coordinates with other offices on their records retention. Provides excellent customer service to authorized personnel requesting employee files. ESSENTIAL DUTIES/RESPONSIBILITIES Assists in ensuring the proper establishment, maintenance, disposition, and confidentiality of multiple employee file subfolders, including but not limited to the Official Personnel File (OPF), Local Manager Files (LMF), grievance, benefits, medical, background, etc. Maintains I-9 files as required by law. Prioritize, processes, retrieves, determines accessibility level and authorized personnel, and release records/information in response to electronically transmitted requests. Assists with compiling data for subpoenas from employee files. Schedules employee records file reviews and monitors in-person reviews. Maintains an accurate accounting of record duplication fees and submits funds to Accounting. Consolidates and cross-references new material with previously filed materials, reconciles record inventories and works with HR staff to resolve inconsistencies. Performs and audits data entry and retrieval of information from internal records database systems. Fulfills audits requests for annual audit, financial, legislative and internal audits. Ensures records management equipment is maintained and repaired. Assists in researching specialized supply vendors and communicates with vendors to expedite orders and resolve problems. Performs tasks associated with records retention, long-term storage, and destruction procedures. Performs other related duties as assigned within the same classification or lower. MINIMUM QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education High School Diploma or Equivalency Certificate required. Associate's Degree in applicable field of education from a regionally accredited college or university preferred. Experience Two (2) years office experience in the related functional area required; Or an equivalent combination of education and experience which provides the required knowledge, skills, and abilities deemed sufficient to prepare the applicant to successfully perform the duties of the position. Knowledge, Skills, Abilities and Other Characteristics Ability to maintain and ensure confidentiality of confidential information and records. Demonstrated ability to maintain a filing system and accurately file and retrieve individual records. Demonstrated ability to review materials for accuracy and completeness. Demonstrated ability to exercise initiative, tact, and good judgment in dealing with Board of Education personnel, outside agencies, and the general public. Ability to work independently while following specific instructions and protocols. Demonstrated strong organization, communication, analytical and planning skills. Ability to work well in a team environment, handle multiple assignments, and meet deadlines. Demonstrated ability to effectively work and communicate with diverse populations. Ability to work modified work hours, as necessary, to meet the needs of the department/organization. Demonstrated ability to perform accurate data entry and audits. Demonstrated proficiency with business software (e.g. Microsoft Office Suite-Word, Excel, Outlook and/or PowerPoint preferred). For new permanent secretarial/clerical/technician hires, a minimum score on a pre-employment assessment is required. Licenses and Certifications Employee must retain active licenses, certifications, and enrollment as a condition of employment. Hold or be eligible for Notary Public issued by Maryland Secretary of State required. Hold or be eligible for Record Management Training Certificate issued by U.S. National Archives and Records Administration (NARA) preferred. Hold or be eligible for Driver's License (DL) Class C Non-Commercial issued by Maryland or State of Legal Residence (MVA/DMV) required; and Daily access to reliable transportation. Driving Requirements N/A CAREER LADDER REQUIREMENTS Qualification Requirements for Employment in Higher Grade as a New Hire or Transfer requires: Two (2) additional years successful experience required. Achievement of Professional Certification or Certificate in Records Management Training required. Eligibility for Consideration for Advancement from Lower Grade to Higher Grade requires: Two (2) years continuous successful experience in the position at the Lower Grade level. Mastery of all responsibilities and duties of the position. Achievement of Professional Certification, License or evidence of course completion in pursuit of such certification or license, if applicable. Evidence of completion of additional training that may be recommended by supervisor and/or participation in approved professional development programs or courses, approved in advance by the supervisor. Successful completion of a minimum of one professional development within the last two years is required. Successful completion of job specific professional developments identified on the job description, performance evaluations and/or the supervisor’s documented recommendation are required. Achievement of identified goals as they relate to the needs of the district and as established by the supervior. Consistent maintenance of an effective and orderly work environment. Consistent compliance with general office procedures such as standards contained in the AACPS Employee Handbook; demonstration of discretion and excellent customer service; regular and punctual attendance; and building dress code, including wearing AACPS ID badge. Above Satisfactory overall job performance for the two most recent consecutive years of Performance Ratings. Letter of Recommendation written by the supervisor. Additional Requirements for Advancement from Lower Grade to Higher Grade requires: Achievement of Professional Certification or Certificate in Records Management Training required. LEADERSHIP ROLE N/A PHYSICAL DEMANDS/WORKING CONDITIONS The physical demands and working conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical Demands Standing: between 1/3 and 2/3 percent of the time Keyboarding: between 1/3 and 2/3 percent of the time Pushing: between 1/3 and 2/3 percent of the time Pulling: between 1/3 and 2/3 percent of the time Reaching (with hands and/or arms): under 1/3 percent of the time Climbing (Ascend/Descend): under 1/3 percent of the time Stooping: under 1/3 percent of the time Kneeling: under 1/3 percent of the time Bending: under 1/3 percent of the time Twisting: under 1/3 percent of the time Squatting: under 1/3 percent of the time Talking: between 1/3 and 2/3 percent of the time Hearing: between 1/3 and 2/3 percent of the time Driving: under 1/3 percent of the time As required by the duties and responsibilities of the position. Vision The vision demands with correction described here are representative of those that must be met to successfully perform the essential functions of this job. Close vision (clear vision at 20 inches or less) Work Environment Location Office, school or similar indoor environment: over 2/3 percent of the time Noise Level Quiet: over 2/3 percent of the time Weight & Force Lifting and carrying requirements Up to 25 pounds: under 1/3 percent of the time Travel Requirements 5% quarterly day travel within the county to retrieve files from the warehouse. JOB INFORMATION Approved Date:2/1/2023 Established Date:4/1/2020 Title Code:B04983 Title:TECHNICIAN: RECORDS MANAGEMENT Reports to Generic:Senior Manager Reports to Specific:MANAGER SENIOR: RECORDS MANAGEMENT & QUALITY CONTROL ORGANIZATION Division:Human Resources (HR) Business Unit:Records Management & Quality Control Department:Employee Records Negotiated Agreement:Secretaries and Assistants Association of Anne Arundel County (SAAAAC) HR JOB INFORMATION Unit:IV Days Worked:260 FLSA Exemption Status:Non-Exempt Grade:SG11;SG12 Click HERE https://www.aacps.org/Page/1623 to view salary scale. Scroll down to locate (Unit 4 - SAAAAC). Essential Job: Months Worked:12 Hours Worked:7 Job Family:Administrative and Office Support Sub-Function:Technical-Clerical Support VR# 23323

• About the company

  The official Facebook page of Anne Arundel County Public Schools, one of the 50 largest school systems in the United States and the fifth largest in Maryland. Our school system educates more than 79,000 students in 125 schools. Thirteen of our schools ...

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